Finance Assistants at Helen Keller International

Qualification:

• Minimum of HND or BSc in Accounting, Banking and Finance or Business Admin; or any Finance related course.
• Minimum of 3 years experience.

Job Summary:

• The Finance Assistants in both Adamawa and Akwa Ibom States will assist in the day to day carrying out of all financial operations under the supervision of the Finance and Admin Manager and the Finance Officer.
• Administration of office petty cash including vouchers and checks and ensures funds spent are adequately justified;
• Writes checks, check confirmations and deposits at the bank;
• Maintenance of a proper filing system for all records and updating soft and hard copied data base information for the office;
• Assist in posting transactions into the office accounts software;
• Support any finance functions assigned by the Finance and Admin Manager and the Finance Officer.

The Finance and Admin Assistant shall also carry out the following specific tasks:

Accounting:

• Enter data into financial accounting software on daily basis.
• Ensure Core Costs are correctly entered in the
• Deal with retirement of advances, in particular:
• Verify/ check calculation on receipts;
• Verify/ assign accounting codes;
• Assign sequential reference to each transaction for cross checking in the Accounting systems and receipts;
• Enter financial transactions daily in the Accounting system;
• Verify and file receipts and other work papers;
• Check the accounting records for accuracy and correct as necessary;
• Assist in maintaining files and updating finance records.

Budget Management

• Assist the administration in the preparation of office running budget.
• Collaborate with the Finance Officer, Finance and Admin Manager and Program Manager to create the budgets new projects.

Office Management

• Assist in country audit as needed.
• Work in collaboration with Procurement Officer
• Perform other tasks as assigned by the Finance Manager or Finance Officer.
• Administrative functions
• Planning, scheduling  and coordinate meetings, appointments and travel arrangements for technical staff(s)
• Assisting the technical staff(s) in conferences, meetings and trainings.
• Initiate travel request and prepare travel claims for technical staff(s)
• Regular interaction with all the staff on administrative matters
• Maintain office files and documents; both electronic and hard copy filing system
• Ensuring employee’s safety in the office in conjunction with the AC
• Ensures operation of equipment by completing preventive maintenance requirements
• Calling for repairs of equipment and vehicles when required
• Maintaining Fixed assets /other inventories;
• Evaluating new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies; and verifying receipt of supplies.
• Writing and dispatching of letters
• Answering general queries by telephone
• Sorting and opening post
• Obtaining information from the computer
• Provide general administrative and clerical support
• Assist in resolving any administrative problems finding best solutions to overcome any hurdles in the organization.
• Undertaking any other tasks/duties as may be reasonably required.

Key Performance Indicators:

• Proper maintenance of financial and office records and correspondences;
• Timely preparation and submission of expense claims, reports and documents;
• Accurate review of request and claims before processing of payments by finance department;
• Proper maintenance of  office supplies inventory
• Proper maintenance of filling systems
• Maintaining equipment/vehicles in good working conditions
• Effective coordination of event logistics
• Competencies Required:
• Ability to post figures into financial software packages such as QuickBooks;
• Ability to use computer packages such as Microsoft office, the Internet and office equipment such as printers, photocopiers, scanners and so on;
• Ability to work under pressure and able to meet up deadlines;
• Must possess good interpersonal skills and must be a good team player;
• Able to work comfortably with numbers.